Sample requests for public records.

co-cora-for-data.txt

Dear {RECORDS CUSTODIAN},

Pursuant to the Colorado Open Records Act § 24-72-201 et seq., I request {DESCRIBE THE RECORDS YOU SEEK IN SOME DETAIL HERE}.

If you are not the custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

In keeping with Colo. Rev. Stat. § 24-72-203(3.5)(a), which states that a governmental entity must provide digital records in a searchable or sortable format if the records exist in that format, I request that these data be provided in a machine-readable electronic format that can be imported into standard database software. Examples include an Excel .xls or .xlsx file, an Access .mdb or .accdb file, a text-based delimited file (.csv, .txt., .tsv., etc.), a .dbf file or an SQL dump. This would NOT include PDFs, which are not readable by database software.

I am a member of the news media requesting this information for newsgathering purposes. I request a waiver of fees for searching or copying these records because the disclosure of the requested information will contribute significantly to the public's understanding of {TOPIC}. If my request for a fee waiver is denied, please inform me if the cost of fulfilling this request will exceed $10.

If possible, please attach the records to an email, or a series of emails, and send to {YOUR_EMAIL@EMAIL.COM}. If this is not possible, please contact me so that other arrangements can be made.

If my request is denied in whole or part, or if you conclude that portions of any responsive records are legally exempt from disclosure, please provide a written justification for the denial/redaction, including references to the specific statutory exemption(s) on which you rely, a description of the withheld/redacted records and the appeal procedures available to me under the law. I reserve the right to appeal your decision to withhold or redact information.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your time and attention to this matter. I look forward to receiving a response within three working days or sooner, the "reasonable time" stipulated in Colo. Rev. Stat. § 24-72-203(3)(b). Please don't hesitate to contact me with any questions about this request.

Sincerely,
{NAME}
{PUBLICATION}
{PHONE}
{EMAIL}

co-cora.txt

Dear {RECORDS CUSTODIAN},

Pursuant to the Colorado Open Records Act § 24-72-201 et seq., I request {DESCRIBE THE RECORDS YOU SEEK IN SOME DETAIL HERE}.

If you are not the custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

I am a member of the news media requesting this information for newsgathering purposes. I request a waiver of fees for searching or copying these records because the disclosure of the requested information will contribute significantly to the public's understanding of {TOPIC}. If my request for a fee waiver is denied, please inform me if the cost of fulfilling this request will exceed $10.

If possible, please attach the records to an email, or a series of emails, and send to {YOUR_EMAIL@EMAIL.COM}. If this is not possible, please contact me so that other arrangements can be made.

If my request is denied in whole or part, or if you conclude that portions of any responsive records are legally exempt from disclosure, please provide a written justification for the denial/redaction, including references to the specific statutory exemption(s) on which you rely, a description of the withheld/redacted records and the appeal procedures available to me under the law. I reserve the right to appeal your decision to withhold or redact information.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your time and attention to this matter. I look forward to receiving a response within three working days or sooner, the "reasonable time" stipulated in Colo. Rev. Stat. § 24-72-203(3)(b). Please don't hesitate to contact me with any questions about this request.

Sincerely,
{NAME}
{PUBLICATION}
{PHONE}
{EMAIL}

foia-for-data.txt

Dear {RECORDS CUSTODIAN}:

Pursuant to the Freedom of Information Act, 5 U.S.C. § 552 et seq., I request {DESCRIBE THE DATA YOU SEEK IN SOME DETAIL HERE}.

If you are not the legal custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

In keeping with 5 U.S.C. § 552(a)(3)(B), which stipulates that an agency "shall provide the record in any form or format requested by the person if the record is readily reproducible by the agency in that form or format," and Title II of Public Law 115-435, which further reiterates the government's obligation to provide data in a a"machine-readable" format ("the term 'machine-readable', when used with respect to data, means data in a format that can be easily processed by a computer without human intervention while ensuring no semantic meaning is lost," see P.L. 115-435, Title II (The "Open Government Act"), 202(a)(3))), I request that these records be provided in an electronic format that can be imported into standard database software. Examples include an Excel .xls or .xlsx file, an Access .mdb or .accdb file, a text-based delimited file (.csv, .txt., .tsv., etc.), a .dbf file or an SQL dump. This would NOT include PDFs, which are not readable by database software.

{IF AGENCY HAS SPECIFIC RULES/GUIDELINES/DIRECTIVES IN FAVOR OF RELEASING MACHINE-READABLE DATA, INCLUDE A REFERENCE TO THOSE RULES/GUIDELINES/DIRECTIVES HERE, AS WELL}

If possible, please attach the data to an email and send to: {YOUR_EMAIL@EMAIL.COM}. If not, please contact me so that other arrangements can be made.

I am a representative of the news media as defined in 45 CFR § 1602.2(b). Please classify this request accordingly. I am requesting this data in my capacity as a {POSITION} for {PUBLICATION}.

{PUBLICATION} is widely recognized for its reporting, publishing regular features on issues of public interest and importance. Here are some examples:
- {LINK TO ARTICLE}
- {LINK TO ARTICLE}
- {LINK TO ARTICLE}

I plan to use my editorial and analysis skills to produce original reporting for my audience. Here are some examples of my previous work:
- {LINK TO ARTICLE BY YOU}
- {LINK TO ARTICLE BY YOU}
- {LINK TO ARTICLE BY YOU}

If you have any questions about my status as a representative of the news media, please contact me before classifying this request.

If this request is denied in whole or part, please justify any deletions by referencing specific exemptions of the FOIA. I expect you to release all "reasonably segregable portion(s)" of otherwise exempt material, as stipulated in 5 U.S.C. § 552(b).

I reserve the right to appeal your decision to withhold information or to deny my status as a media requestor.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your attention to this matter. I look forward to receiving your response within 20 business days.

Sincerely,
{NAME}
{PUBLICATION}
{POSITION}
{PHONE NUMBER}
{EMAIL ADDRESS}

foia.txt

Dear {RECORDS CUSTODIAN}:

Pursuant to the Freedom of Information Act, 5 U.S.C. § 552 et seq., I request {DESCRIBE THE RECORDS YOU SEEK IN SOME DETAIL HERE}.

If you are not the legal custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

If possible, please attach the data to an email and send to: {YOUR_EMAIL@EMAIL.COM}. If not, please contact me so that other arrangements can be made.

I am a representative of the news media as defined in 45 CFR § 1602.2(b). Please classify this request accordingly. I am requesting this data in my capacity as a {POSITION} for {PUBLICATION}.

{PUBLICATION} is widely recognized for its reporting, publishing regular features on issues of public interest and importance. Here are some examples:
- {LINK TO ARTICLE}
- {LINK TO ARTICLE}
- {LINK TO ARTICLE}

I plan to use my editorial and analysis skills to produce original reporting for my audience. Here are some examples of my previous work:
- {LINK TO ARTICLE BY YOU}
- {LINK TO ARTICLE BY YOU}
- {LINK TO ARTICLE BY YOU}

If you have any questions about my status as a representative of the news media, please contact me before classifying this request.

If this request is denied in whole or part, please justify any deletions by referencing specific exemptions of the FOIA. I expect you to release all "reasonably segregable portion(s)" of otherwise exempt material, as stipulated in 5 U.S.C. § 552(b).

I reserve the right to appeal your decision to withhold information or to deny my status as a media requestor.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your attention to this matter. I look forward to receiving your response within 20 business days.

Sincerely,
{NAME}
{PUBLICATION}
{POSITION}
{PHONE NUMBER}
{EMAIL ADDRESS}

md-pia-request-for-data.txt

Dear {RECORDS CUSTODIAN},

Pursuant to the Maryland Public Information Act, Md. Code Ann., Gen. Prov. §§ 4-101 to 4-601, I request {DESCRIBE THE DATA YOU SEEK IN SOME DETAIL HERE}.

If you are not the custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

In keeping with Md. Code Ann., Gen. Prov. §§ 4-205(c)(5), which stipulates that a government entity must provide digital records in a searchable and analyzable format if the records exist in that format, I request that you provide this data in a machine-readable electronic format that can be imported into standard database software. Examples include an Excel .xls or .xlsx file, a text-based delimited file (.csv, .txt., .tsv., etc.), a .dbf file or an SQL dump. This would NOT include PDFs, which are not searchable and analyzable.

I am a member of the news media requesting this information for newsgathering purposes. Therefore, pursuant to Md. Code Ann., Gen. Prov. §§ 4-206(e)(2)(ii), I request a waiver of any fees for searching or copying these records because the disclosure of the requested information is in the public interest. If my request for a fee waiver is denied, please inform me if the cost of fulfilling this request will exceed $10.

If possible, please attach the records to an email, or to a series of emails, and send to {YOUR_EMAIL@EMAIL.COM}. If this is not possible, please contact me so that other arrangements can be made.

If my request is denied in whole or part, or if you believe that portions of any responsive records are legally exempt from disclosure, please provide a written justification for the denial/redaction, including references to the specific statutory exemption(s) on which you rely, a description of the withheld/redacted records and the appeal procedures available to me under the law. I expect you to release all reasonably segregable portions of otherwise exempt material. I reserve the right to appeal your decision to deny, withhold or redact responsive records.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your time and attention to this matter. I look forward to receiving a response within 10 working days or sooner, per Md. Code Ann., Gen. Prov. §§ 4-203.

 Please don't hesitate to contact me with any questions about this request.

Sincerely,
{NAME}
{PUBLICATION}
{PHONE}
{EMAIL}

nh-request-for-data.txt

Dear {RECORDS CUSTODIAN},

Pursuant to the New Hampshire Right To Know Act (RSA Ch. 91-A et. seq.), I request {DESCRIBE THE DATA YOU SEEK IN SOME DETAIL HERE}.

If you are not the custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

I request that you provide this data in a machine-readable electronic format that can be imported into standard database software. Examples include an Excel .xls or .xlsx file, a text-based delimited file (.csv, .txt., .tsv., etc.), a .dbf file or an SQL dump. This would NOT include PDFs or other documentary file formats whose principle purpose is presentation, not analysis. Failing to provide this data in a native, machine-readable format would create a substantial burden on my ability to make use of these public records.

I am making this request in my capacity as a journalist engaged in newsgathering, and I request a waiver of any fees for searching or copying these records because the disclosure of the requested information is in the public interest. If you believe the "actual cost" associated with simply exporting or copying this data (RSA 91-A:4(IV)(d)) will exceed $10, please contact me to discuss the process before fulfilling this request.

If possible, please attach the records to an email, or to a series of emails, and send to {YOUR_EMAIL@EMAIL.COM}. If this is not possible, please contact me so that other arrangements can be made.

Per RSA 91-A:4(IV)(c), if my request is denied in whole or part, or if you believe that portions of any responsive records are legally exempt from disclosure, please provide a written justification for the denial/redaction, including references to the specific statutory exemption(s) on which you rely, a description of the withheld/redacted records and the appeal procedures available to me under the law. I expect you to release all reasonably segregable portions of otherwise exempt material. I reserve the right to appeal your decision to deny, withhold or redact responsive records.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your time and attention to this matter. I look forward to receiving a response as soon as possible or not more than 5 business days from today, per RSA 91-A:4(IV)(b).

Please don't hesitate to contact me with any questions about this request.

Sincerely,
{NAME}
{PUBLICATION}
{PHONE}
{EMAIL}

nm-request-for-data.txt

Dear {RECORDS CUSTODIAN},

Pursuant to the NMSA 1978 § 14-2 et seq., I request {DESCRIBE THE RECORDS YOU SEEK IN SOME DETAIL HERE}.

If you are not the custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

In keeping with NMSA 1978 § 14-2-9(B), which stipulates that a records custodian "shall provide a copy of a public record in electronic format if the public record is available in electronic format and an electronic copy is specifically requested," I request that these data be provided in a machine-readable electronic format that can be imported into standard database software. Examples include an Excel .xls or .xlsx file, an Access .mdb or .accdb file, a text-based delimited file (.csv, .txt., .tsv., etc.), a .dbf file or an SQL dump. This would NOT include PDFs, which are not readable by database software. Please contact me if you have any questions about the format in which I am requesting these records.

I am a member of the news media requesting this information for newsgathering purposes. I request a waiver of fees for searching or copying these records because the disclosure of the requested information will contribute significantly to the public's understanding of {TOPIC}. If my request for a fee waiver is denied, please inform me if the cost of fulfilling this request will exceed $10.

If possible, please attach the records to an email, or a series of emails, and send to {YOUR_EMAIL@EMAIL.COM}. If this is not possible, please contact me so that other arrangements can be made.

If my request is denied in whole or part, or if you conclude that portions of any responsive records are legally exempt from disclosure, please provide a written justification for the denial/redaction, including references to the specific statutory exemption(s) on which you rely, a description of the withheld/redacted records and the appeal procedures available to me under the law. I reserve the right to appeal your decision to withhold or redact information.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your time and attention to this matter. I look forward to receiving a response as soon as possible but not to exceed three days after your receipt of this request, per NMSA 1978 § 14-2-8(D). Please don't hesitate to contact me with any questions about this request.

Sincerely,
{NAME}
{PUBLICATION}
{PHONE}
{EMAIL}

ny-foil-for-data.txt

Dear {RECORDS CUSTODIAN}:

Pursuant to the New York Freedom of Information Law, N.Y. Pub. Off. Law § 84 et seq., I request {DESCRIBE THE DATA YOU SEEK IN SOME DETAIL HERE}.

If you are not the legal custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

In keeping with N.Y. Pub. Off. Law § 89(5)(a), which stipulates that an agency "shall provide records on the medium requested by a person, if the agency can reasonably make such copy or have such copy made by engaging an outside professional service," I request that these records be provided in an electronic format that can be imported into standard database software. Examples include an Excel .xls or .xlsx file, an Access .mdb or .accdb file, a text-based delimited file (.csv, .txt., .tsv., etc.), a .dbf file or an SQL dump. This would NOT include PDFs, which are not readable by database software.

On the question of complying with FOIL requests for data, see also this advisory opinion by Robert J. Freeman, then executive director of the Committee on Open Government, New York Department of State: https://docs.dos.ny.gov/coog/ftext/2015/f19247.htm

{IF AGENCY HAS MORE SPECIFIC RULES/GUIDELINES/DIRECTIVES IN FAVOR OF RELEASING MACHINE-READABLE DATA, INCLUDE A REFERENCE TO THOSE RULES/GUIDELINES/DIRECTIVES HERE, AS WELL}

If possible, please attach the records sought to an email and send to: {YOUR_EMAIL@EMAIL.COM}. If not, please contact me so that other arrangements can be made.

If this request is denied in whole or part, please justify any deletions by referencing specific exemptions of the FOIL. I expect you to release all reasonably segregable portion of otherwise exempt material, as required by N.Y. Pub. Off. Law § 87(2).

I reserve the right to appeal your decision to withhold information.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your attention to this matter. I look forward to receiving your response within 5 business days.

Sincerely,
{NAME}
{PUBLICATION}
{POSITION}
{PHONE NUMBER}
{EMAIL ADDRESS}

ny-foil.txt

Dear {RECORDS CUSTODIAN}:

Pursuant to the New York Freedom of Information Law, N.Y. Pub. Off. Law § 84 et seq., I request {DESCRIBE THE RECORDS YOU SEEK IN SOME DETAIL HERE}.

If you are not the legal custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

If possible, please attach the records sought to an email and send to: {YOUR_EMAIL@EMAIL.COM}. If not, please contact me so that other arrangements can be made.

If this request is denied in whole or part, please justify any deletions by referencing specific exemptions of the FOIL. I expect you to release all reasonably segregable portion of otherwise exempt material, as required by N.Y. Pub. Off. Law § 87(2).

I reserve the right to appeal your decision to withhold information.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

Thank you for your attention to this matter. I look forward to receiving your response within 5 business days.

Sincerely,
{NAME}
{PUBLICATION}
{POSITION}
{PHONE NUMBER}
{EMAIL ADDRESS}

ut-grama-for-data.txt

Dear {RECORDS CUSTODIAN}:

Pursuant to the Utah Government Records Access and Management Act (GRAMA), Utah Code § 63G-2-201(1) et seq., I request {DESCRIBE THE RECORDS YOU SEEK IN SOME DETAIL HERE}.

If you are not the legal custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

In keeping with Utah Code § 63G-2-201(11), which states that a governmental entity "may not use the physical form, electronic or otherwise, in which a record is stored to deny, or unreasonably hinder the rights of a person to inspect and receive a copy of a record under this chapter," I request that these records be provided in an electronic format that can be imported into standard database software. Examples include an Excel .xls or .xlsx file, an Access .mdb or .accdb file, a text-based delimited file (.csv, .txt., .tsv., etc.), a .dbf file or an SQL dump. This would NOT include PDFs, which are not readable by database software.

On the question of complying with FOIL requests for data, see also this advisory opinion by Robert J. Freeman, then executive director of the Committee on Open Government, New York Department of State: https://docs.dos.ny.gov/coog/ftext/2015/f19247.htm

{IF AGENCY HAS MORE SPECIFIC RULES/GUIDELINES/DIRECTIVES IN FAVOR OF RELEASING MACHINE-READABLE DATA, INCLUDE A REFERENCE TO THOSE RULES/GUIDELINES/DIRECTIVES HERE, AS WELL}

If possible, please attach the records sought to an email and send to: {YOUR_EMAIL@EMAIL.COM}. If not, please contact me so that other arrangements can be made.

If this request is denied in whole or part, please justify any deletions by referencing specific exemptions of the law. I expect you to release all reasonably segregable portion of otherwise exempt material.

I reserve the right to appeal your decision to withhold information.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

I am making this request as a journalist seeking information "for a story or report for publication or broadcast to the general public," which means that I am "presumed to be acting to benefit the public," (GRAMA 63G-2-204(4)). Therefore, I request an expedited response, and I look forward to receiving your response within 5 business days.

Thank you for your attention to this matter.

Sincerely,
{NAME}
{PUBLICATION}
{POSITION}
{PHONE NUMBER}
{EMAIL ADDRESS}

ut-grama.txt

Dear {RECORDS CUSTODIAN}:

Pursuant to the Utah Government Records Access and Management Act (GRAMA), Utah Code § 63G-2-201(1) et seq., I request {DESCRIBE THE RECORDS YOU SEEK IN SOME DETAIL HERE}.

If you are not the legal custodian of the records being requested, please redirect this to the appropriate person's attention and apprise me of the change.

If possible, please attach the records sought to an email and send to: {YOUR_EMAIL@EMAIL.COM}. If not, please contact me so that other arrangements can be made.

If this request is denied in whole or part, please justify any deletions by referencing specific exemptions of the law. I expect you to release all reasonably segregable portion of otherwise exempt material.

I reserve the right to appeal your decision to withhold information.

I would appreciate your communicating with me by telephone or e-mail rather than by postal mail if you have any questions regarding this request.

I am making this request as a journalist seeking information "for a story or report for publication or broadcast to the general public," which means that I am "presumed to be acting to benefit the public," (GRAMA 63G-2-204(4)). Therefore, I request an expedited response, and I look forward to receiving your response within 5 business days.

Thank you for your attention to this matter.

Sincerely,
{NAME}
{PUBLICATION}
{POSITION}
{PHONE NUMBER}
{EMAIL ADDRESS}